Question:
Does QCS have a preference for a proposal including both SMS and LMS or is it equally open to a bid for an LMS or SMS in isolation?

Answered on 07/Nov/2025 09:42 AM:


While Queensland Corrective Services has a preference for an integrated LMS/SMS solution, we acknowledge that such platforms may not be readily available or suitable for all use cases. Accordingly, we welcome responses from vendors who can provide either an integrated system or standalone LMS and/or SMS solutions, provided they meet the functional and security requirements outlined in this RFQ.

Question:
Hi there, could QCS please clarify user numbers?

Answered on 12/Nov/2025 01:20 PM:


The system must support QCS’s current workforce of approximately 10,500 active staff, with the capacity to scale as numbers increase. In addition, the system must accommodate up to 300 external users and contractors, with flexibility to expand further as required.

Question:
Hello, could we please have your assistance with the below:

- How many students enrolled last financial year?

- What was the equivalent full time student load last financial year (EFTSL)?

- How many students are expected to enrol this financial year?

- What is the expected equivalent full time student load this financial year (EFTSL)

- When is the project targeted to begin?

- When is the project targeted to go-live? Is this a hard date, if yes, what is driving this?

- How will vendors be scored? Is the evaluation criteria & weighting able to be shared? e.g x% for functional x% for local benefits x% for value for money

Thankyou for your help.

Answered on 14/Nov/2025 08:52 AM:


1. 439 students enrolled last financial year.

2. The equivalent full time student load last financial year was Approx 1207

3. Estimate 700 students are expected to enrol this financial year

4. The expected equivalent full time student load this financial year is Approx 1700 (Note: we currently have 2116 Active Learners in Wisenet)

5. Targeted start date is January 2026

6. The project’s target go-live date is 30 June 2026. This date is desirable but not mandatory, and flexibility will be applied if necessary.

7. QCS will evaluate Offers based on the overall value for money.

In evaluating an Offer, QCS may among other things consider the following criteria regarding:

(a) The Tenderers Capacity and operational capability to supply the Products and Services.

(b) Ability to meet Functional and Non-Functional requirements

(c) The Tenderer’s proposed methodology and approach.

(e) The time proposed by the Tenderer to supply the Products and/or Services.

(f) The Tenderer’s proposed customer service and support

(i) The Tenderer’s compliance with the requirements of the ITO Documents.

(j) The Tenderer's experience and demonstrated track record.



QCS reserves the right (but is not obligated) to consider other information in addition to the criteria listed. Weighting of criteria is commercial in confidence.

Question:
Can you confirm the number of System Administrators, General Administrators, Admissions/Enrolment Managers and any other QCS that will require access to the Student Management System?

Answered on 20/Nov/2025 12:44 PM:


Not sure of the exact number, because the list of administrator numbers will be role and position specific as stated below:



1. Staff Training Coordinators

2. General Managers

3. District Managers

4. Regional Managers

5. HR Officers

6. Managers of any Team

7. Supervisors of any Team

8. Learning management and student management administrators

9. Learning management and student management administrators support officers

10. Compliance officers

11. Parole Board Secretariat State Coordinator

12. Official Visitor Coordinator

13. All Assessors and Trainers (Staff Training Officers, Community Corrections and Custodial Operations, and all regional staff who are assessors and trainers)

14. Murridaghun Unit who issue yellow cards for external contractors

15. Offender Development Unit who issue yellow cards for external contractors

16. HR Manager

17. RTO Administrator who issues certificates

18. Vocational placement officers

19. Content creators and content management administrators

20. Information Technology Officers

Also, since the preferred requirement is to have a combined LMS/SMS solution, the expectation is the system should support combined staff number (including admin) of 10,500+

Question:
1. NFR-2 is marked as “Won’t Get This Time,” which we understand to mean that integrations with systems such as Aurion are not required for the initial launch. However, FR-68 lists HR system integration as a "Must Have". Could you please confirm whether any integrations, including Aurion, SAP, or IOMS, are required for launch? If these integrations are required and must be included in our quotation, please provide the associated requirements, use cases, and API documentation.

2. We note the 10,500 staff and 300 contractors - could you please also confirm the number of unique inmates per annum?

3. If on-the-job logbooking functionality is required for certain courses, could you please provide an approximate number of unique staff or learners who may need access to this functionality?

Answered on 20/Nov/2025 12:52 PM:


1. There is no direct integration required with Aurion, SAP, or IOMS. However, certain business rules may necessitate API calls to the QCS Database, which receives data feeds from Aurion and to QCS Active Directory (Entra ID) for staff validation purposes.

2. 3500 - 4000 (Estimate of approximately 33% of total inmates)

3. 10500 staff for log booking



As we deliver a unit of competence through our system, and a logbook assessment type is required to demonstrate performance evidence, then this would constitute up to 10500 staff may be required to provide a logbook to obtain accreditation for that unit of competence

Question:
Is this RFP looking for a single solution to replace A) QMS primary LMS B) Wisenet and C) IOMS?

Answered on 18/Nov/2025 10:29 AM:


Single solution for QCS Primary LMS, Wisenet and Prisoner LMS (with the latter requiring a separate instance).

IOMS is not being replaced, however the Prisoner LMS needs to retrieve data from IOMS via APIs.

Question:
The answer to Question 1 in the Addendum_1 document says "See Appendix 4 - User Roles and System Access covers the details in the BRS."

What is this referring to?

Answered on 18/Nov/2025 11:08 AM:


Apologies, this line refers to an internal document and should have been deleted.

Question:
Which ISP is used for SSO please?

Answered on 20/Nov/2025 10:33 AM:


We use Microsoft Entra ID.

Question:
Functional Req - inmates: FR-07 "The system must allow adding learners from waitlist to courses or programs. This includes but not limited to the following: (First name, middle name, last name, Date of birth, USI, IOMS ID, Town and city of birth, country of birth, education history, program participation)" Explain the context of the attributes in relation to a waitlist.

Functional Req - inmates: FR-29 - can you please confirm what an 'academic performance report' is?

Answered on 26/Nov/2025 01:14 PM:


An academic performance report summarises a student’s overall progress in their course. It outlines how well the student is performing, including what training they have completed, their assessment results, their completion of units, and their level of participation.

A centre-level performance report provides an overview of education delivery within the correctional centre, including the number of students who participated in each course each year and how these figures compare with previous years. When assessing participation and movement from waitlists into courses, the report considers key attributes such as student eligibility (e.g., completion of prerequisites), the date they were added to the waitlist (first-come, first-served), and whether their sentence length allows enough time to complete the course. Students who apply but later withdraw their request are excluded from the list.

Question:
NFR-85 is blank

Answered on 26/Nov/2025 11:03 AM:


Please note that Non-Functional Requirement NFR-85 was included in error in the tender documentation. NFR-85 is not applicable and should be disregarded. Vendors are not required to provide a response to this item

Question:
NFR-10 - This requirement references the QCS Risk Management Framework - Could you please provide this to reference?

Answered on 27/Nov/2025 10:18 AM:


The QCS Risk Management Framework and Risk Assessment and Ratings Matrix referenced in NFR85 are internal documents and will only be provided to the successful supplier following contract award. We acknowledge that suppliers cannot fully demonstrate compliance with this requirement at the RFQ stage without access to these materials. For the purposes of your submission, please confirm your capacity and approach to undertake regular information security risk assessments in line with customer provided frameworks. Detailed alignment to the QCS framework will be addressed during contract finalisation with the successful supplier.

Question:
Q1: Offshore Data Access: Given the PROTECTED classification of QCS data, can we confirm that our offshore resources may only access Non-Production Environments (Sandboxes) and that Production Data must not be used in those environments? (This is to align with NFR-21 and our competitive cost model.)

Q2: Offshore Personnel Security: Are there any mandatory QCS requirements for background checks or security clearance levels for offshore personnel who will be configuring the system in Sandbox environments?

Q3: Final Power User Estimate: Of the 20 unique administrative/manager roles (e.g., General Managers, Compliance Officers) listed who need full reporting access, what is the total estimated headcount that will require full read/write access and the ability to run reports? (e.g., Is it closer to 150 users, 300 users, or 1,000 users?)

Q4: API Data Sync Method: Since direct integration with IOMS is not required for launch, how is the LMS/SMS solution expected to retrieve data from IOMS via API calls? 1) One-way scheduled pull or 2) Real-time lookup/messaging

Q5: Data Cleansing Source: Regarding data cleansing, should we assume the initial data transformation and cleansing should occur within the Salesforce platform once the data is retrieved (leveraging Salesforce’s tools), or should the source system (IOMS) provide clean, pre-transformed data?

Answered on 28/Nov/2025 09:18 AM:


Q1. Yes, this is correct

Q2. Supplier is required to obtain from the overseas Personnel a criminal history check in the place that they reside. See clause 8.2 (b) of the Comprehensive Contract Conditions

Q3. (Total 716)

Directors, General Managers, Managers, Compliance Officers - 531

Staff Training Coordinators - 21

Principal Advisors - 118

Senior Training Officers - 43

RTO, LMS, ID - 3

Q4. One-way API calls

Q5. We anticipate that IOMS will provide the specific data necessary tailored to the particular use case

Question:
Can you please clarify:

1. The number of inmates that QCS intend to have in the platform

2. Does QCS feel there is a need to have completely separated systems for Staff and Inmates? Or, do you prefer to have the response answered from the perspective of multi tenancy?

3. Can you please clarify FR.07. The two sentences in there seem misaligned.

Answered on 20/Nov/2025 12:49 PM:
(edited on 27/Nov/2025 02:41 PM)


1. 3500 - 4000 (Estimate of approximately 33% of total inmates)

Please note that QCS has one key performance indicator for education delivery in correctional centres. It is a Service Delivery Statement measure also reported in the national Report on Government Services(RoGS):

• 32% of eligible prisoners participating in accredited education

Eligible prisoners are defined through national counting rules. For the purposes of RoGS, the count excludes prisoners on remand, medically unfit to work, and those serving short sentences (less than three months), including those on parole suspensions. These prisoners are still eligible to participate in education.

Each site is given a minimum service level to achieve. To simplify processes, we use a percentage of the average daily state rather than different calculations of excluded prisoners, as this differs from centre to centre depending on centre type (reception, placement, education or low custody).

The minimum service level for education is 20% of Average Daily State (ADS)


2. The classification of the data is different amongst those (Inmates carry higher level of classification than Staff). We don't mind having those on the same platform / multi tenancy as long as data is segregated.

3. FR.07: The system should allow bulk user management operations for group assignments and permission changes.

In Learning Management System (LMS):

For instance, when a new FTE/contractor starts, manual enrolment to mandatory modules must be done within the LMS, this is the same for re-doing modules as a part of their new role. We need the system to allow bulk enrolment functional based on mandatory modules set up for each command/team or position if possible.

For Student Management System (SMS):

For instance, when an assessor is marking evidence of assessment for face-to-face class, they use a pdf to fill that out and upload it in LMS, it currently doesn’t go to SMS, and it is a manually extensive process. What we need is the system to allow bulk marking for evidence of assessment through a checkbox all and the marking can stay within the system itself.

The reason for bulk marking is an assessor is running a cohort of 30 recruits, they usually are running multiple cohorts, and it becomes tedious to manually mark each assessment for individual students.

Question:
The Q/A for this tender includes a request for logbooks. We can find no mention of it in the supplied documents. Where is logbooking mentioned please?

Answered on 02/Dec/2025 08:26 AM:


Logbooking was not requested in the RFQ documentation itself. It was referenced only in a clarification response to explain that, as part of delivering a unit of competence through our system, a logbook assessment type may be required to demonstrate performance evidence. This clarification was provided for context only and does not introduce an additional requirement beyond those listed in the RFQ. Suppliers are therefore not required to address logbooking in their submissions.

Question:
Training

Q1. Do you have an internal training team we can utilise for a Train-the-Trainer model?

Q2. Do you have internal training or learning frameworks we must align to?

Q3. Are there mandated delivery modalities? (e.g. must be face-to-face for frontline/custodial roles, hybrid for HQ, or virtual allowed)

Q4. Are there training windows based on shifts, roster cycles or facility movement schedules?

Change Capability & Resourcing

Q5. Do you have an internal change management team? If so, what is their scope and capacity?

Q6. What is the expected role split between your internal change team and the vendor’s team?

Comms Capability

Q7. Do you have an internal communications team we can work with?

Q8. What is their expected role in messaging, approvals, and content distribution?

Answered on 01/Dec/2025 12:30 PM:


Q1. QCS does not currently have a dedicated internal training team available to support a full train-the-trainer or statewide training deployment for the LMS/SMS transition.

Q2. There are no mandatory internal training frameworks that vendors must align to; however, training should reflect fundamental adult-learning principles, such as:

• Practical, scenario-based learning relevant to custodial and community corrections contexts.

• Clear, concise, task-oriented content that supports end-user confidence.

• Modular, flexible delivery that accommodates operational constraints and diverse workforce needs.

Q3. Due to QCS’s geographically dispersed operating environment, a hybrid training model will be essential. This includes a combination of:

• Face-to-face delivery for critical roles (Staff training coordinators, Senior Training Officers etc)

• Blended or hybrid delivery (online modules + facilitated sessions) for regional and remote sites, HQ personnel, and administrative staff

• eLearning options where operationally feasible and where digital access supports it

Q4. Training availability will be impacted by operational requirements, including shift patterns, roster cycles, and movement schedules within secure custodial environments. Training plans must therefore be flexible, repeatable, and delivered across extended windows to ensure coverage of all staff cohorts.

Q5. QCS does not currently have an internal change management team assigned to the LMS/SMS transition program.

Q6. There is no confirmed internal change capability, resourcing, or scope at this stage. Given this, vendors should anticipate leading the majority of change-related activity, including change planning, artefact development, stakeholder impact assessment, and change readiness activities. QCS will participate in governance, provide subject matter expertise, and facilitate access to stakeholders, but the overall capacity of internal staff is limited.

Q7. There is no dedicated internal communications team assigned to support this transition program

Q8. Communications planning, strategy development, content creation, and distribution approaches will need to form part of the transition project scope.

QCS does have a Media Unit. However, the extent of their capacity and role in this program is not defined. Their involvement may be limited to high-level organisational messaging, risk management, and oversight of official releases. Day-to-day program communications will require dedicated project resources, to be confirmed during project establishment.